Executive Admin Assistant

Job description

Administrative Assistant

Accurate C&S Services (www.AccurateScreens.com), an industry leader in employment background checks, drug/alcohol testing, is actively recruiting for a skilled Executive Assistant with the ability to work remotely and in our Oakland office. Can work remotely 1-2 days a week. Do you know how to use AI tools to streamline processes and promote efficiency? Are you will to explore available tools to do so?

The Admin Assistant will play a central role in the organization, ensuring smooth operations in our Oakland home office but also being a key link to our remote office in San Francisco. Ability to use AI to assist with streamlining processes are a huge plus! 

At HQ, you will have broad responsibilities in all functional areas including Accounting, Facilities, IT, HR, General Ops, and Marketing, providing leadership and ensuring smooth day-to-day operations, while supporting the President with key administrative tasks. You are a Swiss army knife- laser focused, precise, intensely organized, and always working with the appropriate urgency level Added plus if familiar with utilizing AI to improve efficiency and streamline administrative tasks. This is a high growth opportunity to management including Sr. Management as you will be exposed to all levels of our organization’s functions. Open to part-time or full-time.

KEY RESPONSIBILITIES

IT

>Initiate technical support requests and follow-up on all hardware and software IT systems including VOIP phone, Local network, Wi-Fi issues, etc..

>Use solid knowledge of PowerPoint to help create internal and corporate facing corporate materials and presentations based on existing templates.

Operations

>Create/Manage formal and comprehensive system for cataloging all corporate documentation properly per direction.

>Operations Manual- work with operations team to compile a dynamic operations manual in MS Word as it is quite bulky and needs to be streamlined. Will require strong writing and editing skills and the ability to vet and challenge current process, rewrite and test as necessary, utilizing aspects of AI.

HR

>Maintain all HR documentation such as employee and vendor directories, HR handbook, all 3rd party vendor information. Currently, existing files must be streamlined.

Administrative and Misc.

>Serve as right hand to president, organize travel and help set and manage calendar and emails

>Manage and order office supplies

>Assis with Planning, communicating and executing company meetings

>Serve as a backup on servicing walk-in customers and conduct testing

>Assist with CRM entries and management; Salesforce experience a plus

Marketing

Work with marketing team to assist with posting to social media sites and branding

A marketing or digital skillset is an added bonus but not required

SKILLSETS AND ATTRIBUTES

>You are comfortable with auditing paperwork, processes and systems to verify that federal and/or state mandated procedures are being followed

>Experience with assisting with Requests for Proposals (RFP) is a strong plus but not required. We require 

>You are willing to be crossed-trained to perform drug and alcohol testing per 49 CFR Part 40 U. S. Department of Transportation regulations

>You have a desire to be cross-trained to become the company expert in employee background screening

>You are very comfortable with MS Office, love to create decks in PowerPoint, formatting whiz in Word, and have used accounting software before.

>You are known as an excellent communicator- you have great presence, act as a brand champion, have fantastic written and verbal communications skills

>You are strongly self-directed, and have a bias for productivity

>You are confident and willing to direct the activity of others (i.e. you are a natural leader) but collaborate exceptional well with others.

> You have an extremely strong service orientation.

About Us:

>We are responsible for assisting our customers in maintaining a safer workplace through drug testing and background screening

>We work to ensure efficiency and accuracy at all times while performing services for our customers

>We value new ideas that can improve quality, efficiency or productivity

>We always smile and are courteous to our customers because we value serving them and recognize their importance to our business

>We care more about your willingness to learn and ability to operate consistently with our procedures, regulations & legal requirements, rather than your work experience

>We value continuous improvement and frown upon hearing “it has always been done this way”

>We expect the highest standards of honesty and integrity

>We are committed to fostering an environment in which every member of our community nurtures the spirit of trust, teamwork, openness and respect

>We are committed to creating an environment where all employee members pursue the highest possible level of performance and personal development

>We are committed to fostering an environment where every employee member accepts responsibility for upholding and reinforcing our values

>We are not afraid to make mistakes, learn from them and put measures in place to avoid repeating the same mistakes

>We are more interested in fixing a problem than assigning the blame

Highlights of our benefits for full-time employees include:

1. Two weeks paid vacation and 10 paid company holidays

2. Medical, dental, vision coverage

3. 401(k) Retirement Planning option

4. Health Care Flexible Spending Accounts

5. Dependent Day Care option

6. Life Insurance, AD&D and Long-Term Disability Insurance

7. Medical, dental, vision coverage

8. 401(k) Retirement Planning option

9. Health Care Flexible Spending Accounts

10. Dependent Day Care option

11. Life Insurance, AD&D and Long-Term Disability Insurance

Compensation:

Commensurate with experience

We committed to hiring military veterans!

Required Education:

B.S. Preferred but not require or Prior Experience

Required: Drivers License

Job Type: Part-time

Job Type: Full-time

Pay: $23.00 - $24.00 per hour

Expected hours: 20-40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 4 hour shifts (Part-time)
• 8 hour shift (Full-Time)

Work Location: In person and Remote